Policies

Health & Safety Policy  

1. Policy Statement

Vocal Rogue® CIC is committed to ensuring the health, safety, and well-being of all staff, volunteers, service users, and visitors during all activities, regardless of location.

We recognise our legal duties under the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, and other applicable UK legislation to manage risks and promote safe practices in community and outdoor settings.

We are dedicated to creating a positive safety culture in which everyone shares responsibility for maintaining a safe and healthy environment.

2. Aim

To prevent accidents, injuries, and health issues during all community and off-site activities by implementing effective risk management, communication, and emergency procedures.

3. Scope

This policy applies to all staff, volunteers, contractors, and participants involved in any activity organised or supported by Vocal Rogue® CIC, including community visits, workshops, outdoor activities, and public events.

4. Responsibilities

Directors / Management

• Ensure compliance with all relevant health and safety legislation and statutory requirements. 
• Provide adequate resources, guidance, and training.
• Appoint a Competent Person as required under Regulation 7 of the Management of Health and Safety at Work Regulations 1999.
• Maintain adequate insurance cover (Public Liability, Employer’s Liability, Professional Indemnity).
   

Activity Leaders / Coordinators

• Conduct and document risk assessments for all activities and venues. 
• Brief participants on safety procedures before activities commence.
• Ensure appropriate supervision levels.
• Record attendance and report any incidents or near misses.
   

All Staff, Volunteers, and Participants

• Follow all safety instructions and procedures. 
• Report hazards, incidents, and near misses immediately.
• Act responsibly to protect their own and others’ safety.
   

5. Risk Assessment & Management

• Conduct written risk assessments for each activity and venue in accordance with the Management of Health and Safety at Work Regulations 1999. 
• Identify potential hazards such as terrain, weather, participant needs, access routes, and equipment.
• Implement suitable control measures (e.g., PPE, first aid, supervision, safe routes).
• Review and update assessments:
  • Annually
  • After any significant change or incident

6. Safe Practices During Activities

• Ensure all activity leaders are trained in basic first aid and emergency response. 
• Carry essential safety equipment such as first aid kits and communication devices.
• Maintain clear communication channels throughout activities.
• Choose locations with appropriate facilities, accessibility, and emergency access.
• Keep emergency plans on file, including evacuation routes, contact numbers, and local emergency service information.
   

7. Training & Communication

• Provide health and safety training tailored to staff roles (e.g., first aid, manual handling, safeguarding, lone working). 
• Ensure safety expectations and risk control measures are communicated before each event.
• Make this policy accessible to all staff, volunteers, and contractors.
   

8. Incident & Emergency Procedures

• All incidents, injuries, or near misses must be reported immediately to the Designated Health & Safety Lead. 
• Maintain an Accident and Incident Log in compliance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013.
• Record all accidents, even minor ones, and review them to prevent recurrence.
• Carry out post-incident evaluations to identify improvements.
   

9. Monitoring & Review

• The Health & Safety Lead and Directors will review this policy annually or sooner if required by changes in legislation or organisational activities. 
• Regular debriefs will follow all major events to identify lessons learned.
• Audit findings and feedback will inform ongoing policy updates.
   

10. Additional Considerations

• Maintain appropriate insurance coverage for all activities. 
• Obtain any required permissions or permits for community or outdoor events.
• Comply with local authority and environmental protection regulations.
• Ensure compliance with the Equality Act 2010 by making reasonable adjustments to ensure accessibility and inclusion for all participants.
• Coordinate with safeguarding leads when activities involve children, young people, or vulnerable adults.
   

11. Relevant Legislation & Guidance

• Health and Safety at Work etc. Act 1974 
• Management of Health and Safety at Work Regulations 1999
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013
• Control of Substances Hazardous to Health (COSHH) Regulations 2002 (where applicable)
• Manual Handling Operations Regulations 1992 (where applicable)
• Equality Act 2010
• The Health and Safety (First-Aid) Regulations 1981
   

Effective Date: 30th August 2025 

Next Review Date: 31st August 2026

Safeguarding Policy

Safeguarding Lead (DSL) & Officer:

Yvonne Blakemore 

vocalrogue@hotmail.com 

Safeguarding Assistant / Deputy DSL:

Jamie Oldnall

j.oldnall@hotmail.co.uk 

Recruitment Trained Lead: 

Claire Blakemore  

Mental Health Lead:  

Rugz Henry 

1. Introduction

Vocal Rogue® CIC is committed to safeguarding and promoting the welfare of children, young people, and adults at risk involved in our activities.
We believe that everyone has the right to be safe, valued, and respected, and that safeguarding is everyone’s responsibility.
This policy aligns with the Children Act 1989, Children Act 2004, Care Act 2014, and the principles of Keeping Children Safe in Education (KCSIE), September 2025, which provide statutory guidance on safeguarding and promoting the welfare of children.
 

2. Purpose

This policy provides a clear framework for recognising, reporting, and responding to safeguarding concerns.
It ensures that all individuals associated with Vocal Rogue® CIC understand their legal and ethical responsibilities to protect children, young people, and adults at risk from harm, abuse, or neglect.

3. Scope

This policy applies to:

• All staff, trustees, and directors 
• Volunteers and contractors 
• Third-party partners and associates working on behalf of Vocal Rogue® CIC
   

4. Definitions

• Child/Young Person: Anyone under the age of 18. 
• Adult at Risk: Aged 18+ with care/support needs and potentially unable to protect themselves. 
• Safeguarding: Protecting people’s health, well-being, and human rights; enabling them to live free from abuse and neglect.
   

5. Principles

In line with Working Together to Safeguard Children (2023), KCSIE (2025), and Care and Support Statutory Guidance (Care Act 2014), Vocal Rogue® CIC commits to:

• The welfare of the child or vulnerable person is paramount. 
• All concerns, allegations, or disclosures will be taken seriously and acted upon promptly. 
• Safeguarding is everyone’s responsibility. 
• We will work in partnership with statutory agencies (police, local authority safeguarding partners). 
• Confidentiality will be maintained in accordance with Data Protection Act 2018 and UK GDPR.
   

6. Responsibilities

Board of Directors / Trustees

• Ensure compliance with all safeguarding laws and statutory guidance. 
• Appoint a qualified DSL and ensure adequate resources for safeguarding.
• Receive and review regular safeguarding reports.
   

Designated Safeguarding Lead (DSL)

• Manage safeguarding concerns, referrals, and records. 
• Liaise with statutory agencies and Local Safeguarding Partnerships.
• Maintain up-to-date safeguarding training in line with KCSIE 2025.
   

Deputy DSL

• Support the DSL in managing safeguarding concerns and maintaining records.
   

Staff, Volunteers & Associates

• Attend safeguarding training and refresher sessions. 
• Follow procedures and report any concerns immediately. 
• Promote a safe and inclusive environment.
   

7. Procedures

7.1 Recognising Abuse or Neglect

Forms of abuse may include (but are not limited to):

• Physical, emotional, or psychological abuse 
• Sexual abuse or exploitation 
• Neglect or self-neglect 
• Discrimination or harassment 
• Bullying, including cyberbullying 
• Grooming, radicalisation, or financial exploitation
   

7.2 Reporting Concerns

• Immediately report any concern or disclosure to the DSL. 
• If the DSL is unavailable, report to the Deputy DSL or a senior manager. 
• If a person is at immediate risk of harm, contact 999.
• Record all details accurately on the organisation’s Safeguarding Concern Form.
   

7.3 Responding to a Disclosure

• Stay calm, listen carefully, and allow the individual to speak. 
• Do not ask leading questions or make promises of secrecy. 
• Reassure them they did the right thing by speaking up. 
• Record the disclosure verbatim as soon as possible.
   

7.4 Safeguarding Actions

The DSL will:

• Assess the concern and determine next steps. 
• Contact relevant agencies (e.g. Children’s Social Care, Adult Safeguarding, Police). 
• Ensure immediate safety and appropriate support. 
• Record all decisions and actions taken.
   

8. Safer Recruitment and Vetting

Vocal Rogue® CIC follows safe recruitment practices to ensure suitability for working with children or adults at risk.

• DBS Checks: Required for all relevant staff and volunteers. 
• Right-to-Work and Reference Checks: Completed prior to engagement. 
• Compliance with the Safeguarding Vulnerable Groups Act 2006, Rehabilitation of Offenders Act 1974 (Exceptions Order), and KCSIE (2025).
   

9. Training and Support

• All staff and volunteers receive safeguarding induction training and annual refreshers. 
• The DSL and Deputy DSL complete advanced training every two years. 
• Mental health awareness and peer supervision sessions are promoted regularly.
   

10. Record Keeping

• All safeguarding records are securely stored and confidential. 
• Records are kept in line with the Data Protection Act 2018. 
• Access is restricted to the DSL, Deputy DSL, and authorised senior leaders. 
• Retention follows statutory timeframes (normally six years after the last contact).

11. Quality Assurance

Quality Assurance in safeguarding ensures continuous improvement and accountability:

• Regular internal audits of safeguarding practice and record keeping. 
• Partner and local authority feedback used to assess and improve effectiveness. 
• Safeguarding is a standing agenda item at all governance and staff meetings. 
• Outcomes from Child Safeguarding Practice Reviews, Domestic Homicide Reviews, and Lessons Learnt Reviews are implemented promptly.
   

The Safeguarding Team analyses:

1. Quantitative data (volume of cases, training completion). 
2. Qualitative feedback from audits, partners, parents, and participants. 
3. Identified gaps or improvements needed, ensuring that all actions enhance safety and confidence for participants and staff.
    

12. Review

This policy will be reviewed annually or following:

• Any safeguarding incident 
• Organisational or legal change 
• Updates to KCSIE or statutory guidance
   

13. Contact Details

Designated Safeguarding Lead (DSL)

Yvonne Blakemore

0121 574 2048 

vocalrogue@hotmail.com 

Deputy DSL:

Jamie Oldnall 

0121 574 2048 

j.oldnall@hotmail.co.uk 

Police:

Emergency 999 Non-Emergency 101 

Crimestoppers 

Anonymous Reporting 0800 555 111

Effective Date: 15th September 2025 Review Date: 16th September 2026 

Safer Recruitment Policy   

1. Purpose

The purpose of this policy is to ensure that Vocal Rogue® CIC recruits and selects staff and volunteers in a manner that promotes the safety and well-being of children, young people, and vulnerable adults.
We are committed to safer recruitment principles to prevent unsuitable individuals from working with those we serve, in accordance with the Safeguarding Vulnerable Groups Act 2006 and the Protection of Freedoms Act 2012.

2. Scope

This policy applies to all recruitment and selection activities for paid staff, volunteers, interns, trustees, contractors, and any other individuals engaged in roles that involve contact with or responsibility for children, young people, or vulnerable adults within Vocal Rogue® CIC.

3. Principles of Safer Recruitment

• Recruitment will be fair, transparent, and consistent, following equality and safeguarding legislation.
• Roles involving regulated activity will require enhanced Disclosure and Barring Service (DBS) checks, including barred list checks where appropriate.
• All candidates must demonstrate a commitment to safeguarding, inclusion, and the organisation’s values.
• At least two references will be sought and verified before engagement.
• All recruitment will comply with:
  • Equality Act 2010
  • Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975
  • Data Protection Act 2018 and UK GDPR
  • Working Together to Safeguard Children (2023)
  • Charity Commission Safeguarding Guidance (CC30)
     

4. Recruitment Procedures

4.1 Job Descriptions & Person Specifications

• Clearly define each role’s purpose, responsibilities, and safeguarding expectations. 
• Include safeguarding as a core competency where roles involve contact with vulnerable groups.
• State that all appointments are subject to safer recruitment checks.

4.2 Advertising & Applications

• Advertisements will include a safeguarding statement and commitment to equality and diversity. 
• Applications must be made via a standard application form to ensure consistent information.
• Gaps in employment or volunteering history must be explained and verified.

4.3 Shortlisting & Interviews

• Shortlisting will be conducted objectively against pre-defined criteria. 
• Interviews will explore candidates’ values, motivation, and understanding of safeguarding.
• Where possible, panels will include at least one member trained in Safer Recruitment (as per Keeping Children Safe in Education 2023).
   

4.4 References

• At least two references will be obtained, one from the most recent employer or organisation. 
• References will specifically request information about the applicant’s suitability to work with children or vulnerable adults.
• References will be verified for authenticity before the appointment.
   

4.5 Disclosure & Vetting Checks

• Enhanced DBS checks will be completed for all eligible roles under the Safeguarding Vulnerable Groups Act 2006. 
• Identity, right to work, and qualification verifications will be completed prior to appointment.
• No individual will start in a regulated activity role until all checks are satisfactory.
• Any disclosed information will be handled confidentially in line with data protection legislation.
   

5. Appointment & Induction

• Appointments will only be confirmed after satisfactory completion of all safer recruitment checks. 
• All new staff and volunteers will receive an induction pack including safeguarding policies, codes of conduct, and reporting procedures.
• All individuals must sign to confirm they have read and understood these documents.
   

6. Record Keeping

• Recruitment records, including application forms, references, DBS certificates, and interview notes, will be stored securely and confidentially. 
• Data will be retained and destroyed in accordance with the Data Protection Act 2018 and Vocal Rogue® CIC’s Data Protection Policy.
• A single central record of vetting and recruitment checks will be maintained by the Safeguarding Lead.
   

7. Training & Review

• All staff involved in recruitment will receive Safer Recruitment training every three years. 
• The Safeguarding Lead will ensure the policy reflects changes in legislation or guidance.
• This policy will be reviewed annually or sooner if required.
   

8. Responsibilities

• Management Team: Ensures compliance with recruitment laws, guidance, and best practice. 
• Safeguarding Lead: Oversees safer recruitment checks, maintains records, and provides training.
• All Staff & Volunteers: Must adhere to the principles of safer recruitment and safeguarding.
   

Key Legal & Guidance References

Include this list at the end or in your appendix for formal completeness:

• Safeguarding Vulnerable Groups Act 2006
• Protection of Freedoms Act 2012
• Equality Act 2010
• Data Protection Act 2018 / UK GDPR
• Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975
• Working Together to Safeguard Children (HM Government, 2023)
• Keeping Children Safe in Education (DfE, 2023)
• Charity Commission Guidance: “Safeguarding and protecting people for charities and trustees” (CC30)
   

Effective Date 2 October 2025 

Review Date 3 October 2026

Information Technology & E-Safety Policy  

1. Purpose

This policy aims to ensure the safe and responsible use of information technology (IT) and digital devices within Vocal Rogue® CIC. It protects users from risks associated with online activity, safeguards organisational and personal data, and promotes a culture of e-safety and cybersecurity.

2. Scope

This policy applies to all staff, volunteers, trustees, service users, contractors, and anyone accessing Vocal Rogue® CIC’s IT systems, devices, or internet services, including cloud-based services and personal devices used for organisational purposes.

3. Principles

• Users must use IT resources responsibly, ethically, and in compliance with UK law, including: 
  • Data Protection Act 2018 (UK GDPR)
  • Computer Misuse Act 1990
  • Copyright, Designs and Patents Act 1988
  • Malicious Communications Act 1988
• The organisation is committed to safeguarding everyone from online risks, including cyberbullying, inappropriate content, or data breaches.
• Confidentiality, intellectual property, and copyright must be respected at all times.
   

4. Acceptable Use

4.1 General Use

• IT resources should primarily support organisational activities. 
• Limited personal use is permitted if it does not interfere with work responsibilities or breach any policy requirements.
   

4.2 Prohibited Activities

• Accessing, downloading, or distributing illegal, offensive, or inappropriate content. 
• Sharing confidential data without authorisation.
• Using organisational resources for personal profit or illegal purposes.
• Attempting to bypass security measures or access restricted areas of the network.
• Introduction of malware, viruses, or other harmful software.
   

5. Internet and Email Usage

• Internet and email systems should be used responsibly and securely. 
• Users should avoid opening suspicious emails or attachments to prevent malware infections.
• Email communications must be professional and suitable for an organisational context.
   

6. Data Security and Confidentiality

• All organisational data must be stored securely, with access restricted to authorised personnel only. 
• Strong passwords must be used and updated regularly; login credentials must never be shared.
• Sensitive information should be encrypted where appropriate.
• Devices must not be left unattended while logged in.
• Data should be backed up regularly in line with organisational procedures.
   

7. Social Media and Online Presence

• Staff and volunteers representing Vocal Rogue® CIC online must act professionally and responsibly. 
• Personal social media activity should not compromise organisational confidentiality or reputation.
• Content posted online should not damage the organisation’s image or breach any legal obligations.
   

8. Monitoring and Violations

• The organisation reserves the right to monitor IT and internet usage to ensure compliance. 
• Breaches of this policy may result in disciplinary action, including temporary or permanent access restrictions, suspension, or legal action.
   

9. Training and Awareness

• All staff and volunteers will receive training on e-safety, responsible internet use, and data protection. 
• Updates to this policy will be communicated to all users promptly.
   

10. Incident Reporting

• Any IT or e-safety concerns, breaches, or incidents must be reported immediately to the Designated IT/Safeguarding Lead. 
• Incidents will be recorded and reviewed to prevent recurrence and ensure compliance with RIDDOR (if applicable) and Data Protection legislation.
   

11. Review

• This policy will be reviewed annually or sooner in response to significant incidents, legal changes, or technological developments.
   

Useful Resources

• Child Exploitation & Online Protection Centre (CEOP) 
• Internet Watch Foundation (IWF)
• Get Safe Online
• ICO – Information Commissioner’s Office

Effective Date: 2nd September 2025 

Review Date: 3rd September 2026

Behaviour Policy 

1. Purpose

The purpose of this policy is to create a safe, respectful, and inclusive environment where everyone understands expected standards of behaviour. It encourages positive interactions, motivates good conduct, and addresses unacceptable behaviour effectively, in line with UK law and best practice.

Legal & statutory context:

• Children Act 1989 & 2004 – duties to safeguard children and promote welfare. 
• Equality Act 2010 – prevents discrimination and promotes equality.
• Health and Safety at Work Act 1974 – ensures a safe environment for all participants.
• Working Together to Safeguard Children 2018 – statutory guidance for organisations working with children.
• Safeguarding Vulnerable Groups Act 2006 – ensures safe recruitment and protection of vulnerable adults and children.
   

2. Scope

This policy applies to all:

• Staff, volunteers, and trustees 
• Service users, children, and young people
• Any individuals participating in activities or events organised by Vocal Rogue® CIC
   

3. Principles of Behaviour

• Respect for oneself and others is fundamental. 
• Everyone has the right to feel safe, valued, and included.
• Positive behaviour should be recognised and reinforced.
• Unacceptable behaviour will be addressed promptly, consistently, and fairly.
• Behaviour management will reflect fairness, clarity, and legal compliance, including safeguarding duties and anti-discrimination laws.
   

4. Expected Behaviour

All individuals are expected to:

• Communicate respectfully and listen actively 
• Be punctual and reliable
• Cooperate and work collaboratively 
• Act with honesty and integrity 
• Respect diversity and individual differences 
• Follow organisational rules and instructions
   

Definitions of unacceptable behaviour may include:

• Bullying, harassment, or discriminatory behaviour 
• Physical or verbal aggression
• Intimidation or threatening behaviour
• Cyberbullying or misuse of technology
   

5. Managing Behaviour

5.1 Encouragement and Positive Reinforcement

• Recognise and praise positive behaviour regularly. 
• Use positive language and set clear, achievable expectations.
• Encourage individuals to model good behaviour for peers.
   

5.2 Addressing Unacceptable Behaviour

• Address issues promptly, calmly, and privately where possible. 
• Use a consistent approach based on the severity and context of the behaviour. 
• Explain why behaviour is unacceptable and discuss alternative actions. 
• Persistent or serious issues should be escalated to senior staff or the Designated Safeguarding Lead (DSL).
   

5.3 Consequences of Unacceptable Behaviour

• Consequences may include verbal warnings, time-outs, restricted participation, or removal from activities. 
• Serious cases or safeguarding concerns must follow safeguarding procedures, which could include referral to statutory authorities in line with the Children Act 1989 & 2004 and Working Together 2018 guidance. 
• Document all incidents clearly, maintaining confidentiality and compliance with GDPR

6. Safeguarding & Respect

• Abusive, discriminatory, or harassing behaviour will not be tolerated. 
• All staff and volunteers share responsibility for maintaining a safe, respectful environment.
• Incidents must be reported immediately to the Designated Safeguarding Lead (DSL).
• Follow all statutory guidance for reporting concerns about children or vulnerable adults.
   

7. Training & Implementation

• Staff and volunteers will receive training on: 
  • Behaviour management
  • Safeguarding procedures
  • Equal opportunities and diversity awareness
• Training will be documented and refreshed regularly.
• The policy will be implemented consistently across all activities and reviewed annually or after significant incidents.
   

8. Monitoring & Review

• Behaviour incidents and management strategies will be monitored, recorded, and evaluated. 
• The policy will be reviewed annually or following relevant incidents, legislative changes, or updates to best practice guidance.
• Monitoring helps identify trends, gaps in training, and areas for policy improvement.

9. External Support & Helplines

• KIDSCAPE Parents Helpline: 0845 1 205 204 
• Childline: 0800 1111
• Parentline Plus: 0808 800 2222
• Bullying Online: www.bullying.co.uk 

Effective Date: September 2025 

Review Date: August 2026  

Equality and Diversity Policy 

1. Policy Statement
Vocal Rogue® CIC is committed to promoting equality, valuing diversity, and ensuring that all individuals are treated fairly and with respect. We believe that a diverse and inclusive environment benefits everyone and enhances our ability to serve our community effectively. We are committed to meeting our obligations under UK equality law.

2. Purpose
This policy aims to:

• Prevent discrimination, harassment, and victimisation. 
• Promote equal opportunities for all employees, volunteers, service users, and stakeholders. 
• Foster an inclusive environment where differences are respected and celebrated. 
• Ensure compliance with relevant UK legislation, including: 
  • Equality Act 2010 (protecting characteristics such as age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation) 
  • Public Sector Equality Duty (where applicable) 
  • Employment Rights Act 1996 (as it relates to fair treatment at work) 
• Outline our commitment to challenging inequality and discrimination in all forms.
   

3. Scope
This policy applies to all:

• Employees and volunteers 
• Trustees and directors 
• Service users and clients 
• Contractors, suppliers, and partners 
• Anyone involved in activities or decisions made by Vocal Rogue® CIC
   

4. Key Principles

• Equality of Opportunity: Everyone should have equal access to opportunities, resources, and support. 
• Respect & Dignity: All individuals deserve to be treated with respect, regardless of differences. 
• Inclusivity: We value diversity in all forms, including age, gender, race, ethnicity, disability, sexual orientation, religion or belief, socio-economic background, and other protected characteristics. 
• Challenging Discrimination: We actively oppose discrimination, harassment, bullying, and prejudice.
   

5. Our Commitments

• Recruitment & Staffing: Ensure fair and transparent recruitment processes that promote diversity and prevent bias. 
• Service Delivery: Provide accessible and inclusive services that meet the needs of diverse communities. 
• Training & Development: Offer ongoing equality, diversity, and inclusion training for staff and volunteers. 
• Monitoring & Evaluation: Regularly review policies, practices, and service delivery to ensure fairness and continuous improvement. 
• Reporting & Addressing Concerns: Encourage reporting of discrimination, harassment, or bullying, and respond promptly and effectively.
   

6. Responsibilities

• Leadership (Trustees & Senior Management): Promote equality, ensure compliance with this policy, and provide resources and training. 
• Managers & Staff: Act according to this policy, challenge discrimination, and ensure inclusive practices in daily operations. 
• All Employees & Volunteers: Treat everyone respectfully, embrace diversity, and report concerns promptly. 

7. Addressing Discrimination & Harassment

• Any form of discrimination, harassment, victimisation, or bullying is unacceptable. 
• Individuals who experience or witness such behaviour should report it to the designated person. 
• Allegations will be treated seriously, investigated promptly, and handled confidentially. 
• Disciplinary action will be taken where appropriate, in line with the Employment Rights Act 1996 and internal procedures.

8. Implementation & Review

• This policy will be reviewed annually, or sooner in response to legislative changes, organisational changes, or significant incidents. 
• Awareness and training sessions will support effective implementation. 
• Feedback from staff, volunteers, and service users will be considered in reviews.

9. Contact
For questions or to report concerns related to equality and diversity, contact:
Rugz Henry
📞 0121 574 2048
Email: vocalrogue@hotmail.com

Effective Date: 4th October 2025

Next Review Date: 5th October 2026

Lone Working Policy 

1. Purpose
This policy outlines how Vocal Rogue® CIC manages lone working to ensure the health, safety, and welfare of employees, volunteers, and others working alone. The organisation has a legal duty under:

• Health and Safety at Work Act 1974
• Management of Health and Safety at Work Regulations 1999 
• Safety Representatives and Safety Committee Regulations 1977

to reduce, as far as reasonably practicable, the risks associated with lone working.

2. Scope
This policy applies to all employees, volunteers, contractors, and anyone working on behalf of Vocal Rogue® CIC who may work alone at any time or location.

3. Definition of Lone Working
Lone working is when an individual works without direct supervision or contact with colleagues for extended periods, including:

• Outside normal hours 
• In remote locations 
• In isolated environments
   

4. Risk Assessment

• All lone working activities must be risk assessed before they begin. 
• Risk assessments will identify hazards, evaluate risks, and define control measures. 
• Risk assessments must be reviewed regularly or when circumstances change.
   

5. Control Measures
To reduce risks:

• Communication: Ensure reliable communication (mobile, radio, or emergency alert devices). 
• Check-in Procedures: Establish regular check-ins with a nominated contact person. 
• Training: Provide lone working safety training. 
• Environmental Precautions: Select safe, accessible locations and avoid hazardous environments. 
• Equipment: Use personal alarms, GPS, or other safety equipment if necessary.
   
• Access & Exit: Ensure safe access to and from the workplace.
   

6. Responsibilities

• Management: Conduct risk assessments, implement controls, and provide resources. 
• Supervisors/Managers: Ensure staff understand procedures and follow safety protocols. 
• Individuals: Follow safety procedures, carry communication devices, and report concerns or incidents immediately.
   

7. Emergency Procedures & Maintaining Contact

• Lone workers must check in at least every 2 hours with the nominated contact person or system. 
• Contact information to be recorded: Name, safety status, current location, and any other relevant details.
   
• Failure to make contact:
  1. Contact attempts made via mobile/phone by nominated contact. 
  2. If no response, escalate to the line manager. 
  3. If welfare cannot be confirmed, contact the Police immediately. 

• Lone workers must know emergency procedures, including how to summon help and access nearest emergency services.
   

8. Training & Support

• All lone workers must receive training on safe working practices. 
• Support and guidance are provided for employees and volunteers working alone.
   

9. Monitoring & Review

• Lone working activities and risk controls must be monitored regularly. 
• The policy and risk assessments will be reviewed annually or after any incident or significant change.

Effective Date: 2nd September 2025

Next Review Date: 1st September 2026

Mobile & Smart Watch Policy 

1. Purpose
This policy sets clear guidelines for the use of mobile phones and smart watches within Vocal Rogue® CIC. Its aim is to maintain a safe, professional, and distraction-free environment, particularly during work, training, or activities involving young people or vulnerable adults, in line with UK safeguarding standards.

2. Scope
This policy applies to:

• All staff, volunteers, interns, and visitors 
• Use on organisational premises, during activities, or when representing Vocal Rogue® CIC

3. Policy Guidelines

3.1 General Use

• Devices should be used responsibly and primarily for work-related purposes. 
• Personal use should be minimal and must not interfere with work responsibilities. 
• Devices should be set to silent or vibrate during work hours, meetings, or activities with young people or vulnerable adults.
   

3.2 During Activities Involving Young People or Vulnerable Adults

• Personal devices must not be used to take photos, videos, or audio recordings unless authorised and in line with the Safeguarding Policy and Data Protection Act 2018. 
• Staff and volunteers must prioritise responsibilities and interactions over device use. 
• Devices should be stored securely and kept out of reach of children or vulnerable adults.
   

3.3 Emergency Use

• Devices may be used for urgent personal reasons or emergencies but must be used discreetly.
   

3.4 Security & Confidentiality

• Devices must not be used to access or store confidential or sensitive information unless authorised. 
• Security measures (PINs, passwords, encryption) must be in place to prevent unauthorised access.
   

4. Breach of Policy

• Violations may result in disciplinary action, including removal from activities or termination of employment/volunteering. 
• Concerns about device use should be reported to a supervisor or designated safeguarding lead.
   

5. Responsibilities

• All staff and volunteers: Adhere to this policy and act responsibly. 
• Managers & supervisors: Ensure awareness, compliance, and provide guidance where needed.
   

6. Review

• This policy will be reviewed annually or following incidents, changes in technology, or updates to organisational procedures.
   

7. Legal & Safeguarding References

• Children Act 1989 & 2004 
• Working Together to Safeguard Children 2018 
• Data Protection Act 2018 / UK GDPR 
• Equality Act 2010 (to ensure equitable treatment in device use and access)

Effective Date: 11th October 2025

Next Review Date: 11th October 2026

Attendance Policy

1. Purpose
The purpose of this policy is to set clear expectations regarding attendance, ensuring the smooth operation of Vocal Rogue® CIC. Regular attendance is essential to maintain a safe, productive, and supportive environment for staff, volunteers, and service users. This policy aligns with UK employment law, including the Employment Rights Act 1996 and relevant health and safety regulations.

2. Scope
This policy applies to all:

• Staff and employees 
• Volunteers 
• Interns and trainees 
• Anyone engaged in activities or roles within Vocal Rogue® CIC
   

3. Expectations

• All individuals are expected to arrive on time and be ready to start work or activities as scheduled. 
• If unable to attend due to illness, emergency, or other reasons, individuals must notify their manager or designated contact as soon as possible, preferably before their scheduled start time. 
• Consistent attendance is required to support team effectiveness and service delivery.
   

4. Reporting Absences

• Absences should be reported directly to the manager or designated contact, ideally before 8:00 am. 
• Individuals must specify the reason for absence and, if known, the expected duration. 
• For extended absences (e.g., more than 3 consecutive days), additional documentation such as a Fit Note (formerly sick note) from a GP may be required, in line with Statutory Sick Pay (SSP) requirements.
   

5. Managing Unauthorised Absences

• Unauthorised or unexplained absences will be addressed promptly. 
• Repeated or uncommunicated absences may lead to disciplinary action, in accordance with the ACAS Code of Practice on Disciplinary and Grievance Procedures. 
• Persistent attendance issues may lead to review of employment or volunteer status, or other formal measures.
   

6. Supporting Attendance

• Vocal Rogue® CIC recognises that occasional absences are unavoidable and will offer support where appropriate. 
• Employees and volunteers are encouraged to communicate openly about health, personal, or other issues affecting attendance, so that reasonable adjustments can be considered in line with the Equality Act 2010 and health & safety obligations. 
• Flexible working arrangements or phased returns after illness may be considered where appropriate.
   

7. Monitoring & Review

• Attendance records will be monitored regularly by managers. 
• Patterns of absence will be reviewed to identify any support needs, health concerns, or potential policy breaches. 
• This policy will be reviewed annually or following significant organisational changes, incidents, or legislative updates.
   

8. Responsibilities

• Managers and Supervisors: Record attendance accurately, address issues promptly, and provide support to employees or volunteers where needed. 
• Individuals (Staff and Volunteers): Maintain punctuality, adhere to reporting procedures, and communicate absences promptly.
   

9. Related Policies

• Health & Safety Policy 
• Sickness & Sick Pay Policy 
• Equality and Diversity Policy
   

10. Contact
For questions or guidance on this policy, contact:
Claire Blakemore
📞 0121 574 2048
Email: claire.blakemore1@outlook.com

Lockdown Policy 2025/26 

1. Purpose
This policy outlines the procedures for responding to a lockdown situation when Vocal Rogue® CIC operates within premises that are not owned or directly managed by the organisation. It aims to ensure the safety of staff, volunteers, service users, and visitors, while recognising shared responsibility with the venue management.

2. Scope
This policy applies to all staff, volunteers, and visitors when working or participating in activities at external venues or shared premises where Vocal Rogue® CIC does not have ownership or direct control.

3. Shared Responsibility and Coordination

• Vocal Rogue® CIC will liaise with venue management to understand emergency procedures, including lockdown protocols. 
• Staff and volunteers must be familiar with the specific procedures of each venue before activities commence. 
• Responsibility for initiating a lockdown may rest with venue management, security personnel, or designated staff, depending on agreements with the venue.
   

4. Lockdown Procedures in Shared or Rented Premises

4.1 Communication and Coordination

• Upon discovering a threat requiring lockdown, staff should immediately contact the venue’s designated emergency contact or management team. 
• If the venue has an alarm or alert system, it should be activated according to venue procedures. 
• Follow instructions provided by venue management or emergency services at all times.
   

4.2 Responding to the Lockdown

• When instructed to lockdown, secure yourself and participants according to the venue’s guidance (lock doors, turn off lights, stay out of sight). 
• Follow designated lockdown routes or procedures if provided by the venue.
   

4.3 During the Lockdown

• Remain in place, stay calm, and do not leave unless explicitly instructed by authorities or venue management. 
• Conduct a headcount and assist vulnerable individuals. 
• Keep communication lines open with management or emergency services if safe to do so.
   

4.4 Post-Incident Actions

• Wait for confirmation from venue management or emergency services before leaving or resuming activities. 
• Report any incidents to both venue management and Vocal Rogue® CIC leadership. 
• Complete required incident reports and review the response to improve future procedures.
  

5. Responsibilities

• Organisational Emergency Coordinator: Liaises with venue management to ensure understanding of procedures and coordinates post-incident reporting. 
• Staff and Volunteers: Follow instructions from venue management and emergency services, assist participants, and ensure accountability. 
• Venue Management: Holds primary responsibility for initiating and managing the lockdown in coordination with emergency responders.
   

6. Training & Drills

• Staff will receive briefings on specific procedures for each venue before activities take place. 
• Regular joint drills or exercises with venue management are recommended to ensure coordinated responses.
   

7. Legal and Safety Considerations

• Complies with Health and Safety at Work Act 1974, ensuring the organisation takes reasonable steps to safeguard staff, volunteers, and participants. 
• Emergency planning should follow UK Government guidance on security and emergency preparedness for public and community organisations.
   

8. Review

• This policy will be reviewed regularly and after any incident to improve procedures. 
• Updates will reflect changes to venue procedures, legislation, or best practices.
   

9. Contact & Emergency Numbers

• Police: 999 (emergency) or 101 (non-emergency)
• Crimestoppers: 0800 555 111 (anonymous reporting)
• Organisational Contact: 

Rugz Henry 

📞 0121 574 2048 

Email: vocalrogue@hotmail.com